Polk County Public Schools, Staff

E-mail Archive: Mimosa NearPoint

Keyword for this page: Archive

Notices

1. My "Mimosa Archive" folder has disappeard. I've checked other folders and it's not there. How do I get it back? See how here.
2. I am having trouble finding anything in Mimosa that isn’t currently in my Inbox. Has something changed? Not really, but the User Preferences need to be set to show data older than 6 months. See how here.
3. Want your Mimosa Archive to be more user friendly?
   • Make these changes to the Internet Explorer settings on your work computer.

Why Would I Need To Access My Archive?

To locate an item that is no longer in your mailbox.

See the FAQ webpage or the Troubleshooting webpage for more information.

How Do I Access My Archive?

In Outlook you will see a folder titled “Mimosa Archive”.

1. Click on the Mimosa Archive folder
2. Log in using your polk-fl.net e-mail address and password, if you are prompted.

   Example
   If the login box has a space for Username and Password:
   Username: jane.test@polk-fl.net
   Password: same as e-mail

   If the login box has a space for Username, Password, and Domain:
   Username: jane.test
   Password: same as e-mail
   Domain: polk-fl

How Do I Use My Archive?

You can perform a Quick Search, an Advanced Search, or Browse your mailbox as it existed at a specific time (yesterday, one week ago, two weeks ago, one month ago, etc.).

Training Resources and Information

All mailboxes, with the exception of Drafts and Junk Mail folders, began archiving in April 2009. Mailbox content is archived for 5 years. This means, any content in your mailbox as of April 2009 has been archived. This also means, any content that is over 5 years has been deleted.

Please think of your Mimosa Archive folder only as a doorway to your archive so that you may view archived data.

• Do not drag messages into the Mimosa Archive folder itself as that is not the intended purpose of the folder and it will still count toward the mailbox size on the Exchange e-mail server.
• Do not create folders in the Mimosa Archive folder as this still counts toward your mailbox size on the e-mail server.
• Do not move the Mimosa Archive folder into your Inbox (or anywhere else). This action will not restore your e-mail.

Frequently Asked Questions
This webpage provides information in question and answer format.

Troubleshooting the Archive
This webpage provides information in question and answer format.

User Preferences
This document shows how to update the User Preferences such as how many items to display on a page, age of data searched, and if you'd like to show Deleted Items and/or History by default. We recommend that you display Deleted Items and set the Search Period to None Specified.

Official User Guide
This document is the official user guide from Mimosa Systems.

How to Turn AutoArchive Off in Outlook 2007
Because e-mail will now be archived on the NearPoint server, there is no need to use the AutoArchive feature in Outlook. This document explains how to turn off auto archive.

Personal Folders

Personal Folders(.pst files) are no longer necessary in order to manage mailbox size. Now, we encourage you to create folders directly under your mailbox! The Mimosa Archive does not count towards the user’s Exchange mailbox size limit. Because the bulk of e-mail will be housed on the Mimosa NearPoint archive servers, rather than the e-mail servers, Exchange mailbox performance issues and storage limit issues will decrease.

While you will still be able to view and use .pst files if they are located on your hard drive or other storage medium, they are no longer the District recommendation.

Personal Folders Information
This document, in question and answer format, provides more details and options available regarding Outlook Personal folders (.pst files).

The E-mail Archive System vs. Public Records Retention Requirements

The archive system and records retention are two separate entities. Retention Schedules are provided by the Department of State, Division of Library and Information Services, Bureau of
Archives and Records Management. The 5 year retention policy set on the archive server happens to meet the majority of records retention requirements; however, you are responsible for saving messages and/or documents according to the retention schedules. The State Archives of Florida web site is http://dlis.dos.state.fl.us/barm/index.html. If you have any questions concerning records retention you may contact the Records Management Specialist at 863‐ 519‐8721.

Tell Me More...

What is E-mail Archiving?

As defined by Wikipedia, e-mail archiving is a stand-alone IT application that works with an e-mail server to help manage an organization’s e-mail messages. It captures and preserves all e-mail traffic flowing into and out of the e-mail server so it can be accessed quickly at a later date from a centrally managed location. e-mail Archiving for Dummies explains that “archiving saves space by moving messages from the e-mail server into an archive repository, thus improving performance while giving users access to their archived e-mail.”

Why do we need it?

One reason we need to archive e-mail is to be in compliance with the Federal Rules of Civil Procedure, Rules of The United States District Court for the Middle District of Florida, Florida Statutes and District policy. Complying also enables us to respond to Public Records Requests and eDiscovery orders efficiently. eDiscovery is a term used to describe the process of gathering electronically stored information in legal investigations.

Another reason we need an e-mail archiving system is that it will increase the performance of our Exchange e-mail servers. Because the bulk of e-mail will be housed on the Mimosa NearPoint archive server, rather than the e-mail servers, performance issues and storage limit issues will decrease. Furthermore, the District will be able to begin moving away from the use of Personal Folders.

What does this mean to you?

There are many benefits to implementing an archiving solution.

• You will no longer need to struggle with mailbox quotas.
  • Staff will save precious time by not having to constantly clean out mailboxes.
• You can easily access archived messages anytime, anywhere.
  • Your archive will be available in Outlook and WebMail so whether at school, home, or at a conference, your e-mail will always be accessible.
• You can easily find what you are looking for by using search tools.
  • You can search by name, date, e-mail addresses, keywords and more.
  • You can see your mailbox as it existed yesterday or six months ago.
• You will never have to panic after accidentally deleting an important message.
  • Messages can easily be recovered from the archive when you need them.
• The archive will store mailbox items for a period of five years (everything except Drafts and Junk E-mail).
• The archive will eliminate the need for Personal Folders (PST files).
  • Because all mailbox items are stored for five years, you do not have to create Personal Folders in order to save messages.

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